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Charity Registration No. SC040137 Company Registration No. SC341753 (Scotland) BELTANE FIRE SOCIETY TRUSTEES' REPORT AND UNAUDITED ACCOUNTS FOR THE YEAR ENDED 31 DECEMBER 2013 BELTANE FIRE SOCIETY LEGAL AND ADMINISTRATIVE INFORMATION Trustees Alun Evans Judith Fordham Lila O'Leary Alan Howse Elizabeth Stolton Ian Stuart Thomas Gibson Kathryn Kane Doreen Hall Secretary Kathryn Kane Charity number SC040137 Company number SC341753 Principal address St Margaret's House 151 London Road Edinburgh EH7 6AE Independent examiner McFadden Associates Limited 19 Rutland Square Edinburgh EH1 2BB BELTANE FIRE SOCIETY TRUSTEES' REPORT FOR THE YEAR ENDED 31 DECEMBER 2013 The trustees present their report and accounts for the year ended 31 December 2013. The accounts have been prepared in accordance with the accounting policies set out in note 1 to the accounts and comply with the Charity's memorandum and articles of association, the Companies Act 2006 and the Statement of Recommended Practice, "Accounting and Reporting by Charities", issued in March 2005. Structure, governance and management The Charity is a company limited by guarantee. The trustees, who are also the directors for the purpose of company law, and who served during the year were: Alan Howse Tom Watton (Resigned 24 June 2014) John Wilson (Resigned 24 June 2014) Thomas Gibson Kathryn Kane Doreen Hall The majority of the Directors are Elected Directors, chosen by the membership during an Annual General Meeting, having been advertised to the membership in advance of that meeting. A minority of the board members may be Coopted Directors, who are appointed by the elected Directors as required, in accordance with the Company's memorandum & articles. No specific skills or experience is required to stand as an Elected Director. Coopted Directors may be picked for their specific skills or experience, for example their extensive background knowledge relevant to our festivals. At our Annual General Meeting on 9th June 2013 all directors stood down and 6 Elected Directors were elected or reelected, since then there have been no Coopted Directors. The total number of board members may vary between 3 and 18; however the number of Elected Directors must always exceed the number of Coopted Directors. One Elected Director was appointed as the Company Secretary. None of the trustees has any beneficial interest in the company. All of the trustees are members of the company and guarantee to contribute £1 in the event of a winding up. Policy decision which may affect the future of the Company are made by the Board of Directors at regular meeting between each Annual General Meeting, unless they are considered to be significant enough to be brought before the membership at a General Meeting, or unless a General Meeting is proposed by the membership. For each quarter day festival, the board appoints a Producer who is responsible for coordinating the organisation of the festival; the Producer is linemanaged by the Chairperson and provides regular reports to the Board or Directors. Festivalrelated decisions are made between the Producer, their subordinates and volunteers. Financial, membership, and official business is conducted by members of the Board of Directors or the Company Secretary. The trustees have assessed the major risks to which the Charity is exposed, and are satisfied that systems are in place to mitigate exposure to the major risks. 1 BELTANE FIRE SOCIETY TRUSTEES' REPORT (CONTINUED) FOR THE YEAR ENDED 31 DECEMBER 2013 Objectives and activities Educating the public about Celtic traditional lunar fire festivals and their relevance to contemporary culture We produced fire festivals for public attendance in Edinburgh on Imbolc (2nd February 2013), Beltane (30th April 2013) and Samhuinn (31st October 2013) Our festivals incorporated traditions such as the Neidfire, May Queen, Green Man, Cailleach, Summer King, and Winter King. We presented a mixture of traditional and contemporary culture at Beltane and Samhuinn. Our society took efforts to identify and distinguish between the traditional and contemporary cultural elements, both to participants and members of the public, for example published articles included history and background information. Promoting participation in the Scottish traditions of street theatre, music, and pageantry Our Beltane Fire Festival took place on Calton Hill. It was a ticketed event with a pageant and a wide variety of music and performances. Our Samhuinn Fire Festival took place along the Royal Mile in the heart of Edinburgh's Old Town. It was a free toattend event revolving around a pageant of street theatre performers and musicians. We also held free public performances on the Mound in Edinburgh city centre, again including street theatre performers and musicians Our recruitment process for volunteers was open, including advertisements online. We actively encouraged newcomers to join our organisation. Development of skills in professional performance and production, within a cooperative and collaborative environment Our society recruited volunteers including both experienced and newcomers. We provided training and practise sessions for our volunteers throughout the months running up to each festival, including training for organisers, performers, production crew, stewards, and photographers. Our participants have been encouraged to add their own creative input towards their performance. The board adopted the principles of participation a code of conduct for participating collaboratively At the end of 2013 the board has developed a new complaints procedure for handling membership complaints, this will be adopted early in 2014. Achievements and performance Our Beltane Fire Festival, a ticketed event for public attendance, involved 304 volunteers in various roles. Our Samhuinn Fire Festival, a nonticketed event for public attendance, involved 204 volunteers. Spectators for the two events were approximately twelve thousand. While Lughnasadh went uncelebrated by the Beltane Fire Society, many of our members attended/organised a private out of town Lughnasadh function. Imbolc was celebrated with a small ceremony on the Grassmarket followed by a fundraising event at a nearby venue. We also worked in partnership with Tradfest with our performers participating in the Mummers Walk at the start of May. The Beltane Fire Festival 2013 The development of a new Fire Arch (a spiritual gateway of fire into another realm) was one of the developments at Beltane 2013. A new arch was needed due to the previous arch being deemed no longer structurally secure. The arch was designed and constructed by Alan Howse and Tom Watton mostly at the new facilities at the Edinburgh Sculpture Workshop. Alan Howse was involved in this project due to his skills and experience in metal working and he received a fee of £500 for this. The Festival was attended by over 5000 members of public. Because of media interest, we reached out to over 3 million viewers as part of BBC coverage of the event for the One Show, shown on the 7th May 2013. 2 BELTANE FIRE SOCIETY TRUSTEES' REPORT (CONTINUED) FOR THE YEAR ENDED 31 DECEMBER 2013 Samhuinn Fire Festival 2013 The Samhuinn Fire Festival 2013 had its highest participation level for a Samhuinn event on record. The attendance figures were ahead of what was anticipated, and may result in concerns for future festivals at the royal mile venue. Donations received by volunteers at the Samhuinn festival were also record breaking for the society. Feedback and press coverage for the festival was at a high, with particular coverage of the stilt walkers and puppet makers. Following continued interest from our members who wanted to be involved in activities outwith our main festival times we continued to run a weekly social group. It ran most weeks May through to September and some through the winter. It brought members together to learn new skills and renew equipment ready for the Samhuinn Fire Festival. Alan Howse received £1500 payment for work carried out in relation to Health & Safety. Financial review During the period ended 31st December 2013, the main cost was to stage the Celtic Day Quarter Festivals of Beltane and Samhuinn. At 31st December 2013 the accounts show a surplus of £4,759 for the year and £70,222 for carry forward, generated for the purpose of undertaking the Beltane Fire Festival 2013, which requires funds at around this level in advance of the event to finance production costs. Future funding of the Company's activities will continue to be largely from ticket income at the annual Beltane Fire Festivals in April each year, boosted by other yearround fundraising activities. At the end of each financial year, the Board of Directors approve an annual budget which cover all events the society plans for the year plus our core costs for office, storage and administration including a contingency of 10%. The aim for the next financial year is to show a surplus for the year in order to increase funds available for Beltane Fire Festival 2015 and our 30th Anniversary in 2017. It is the policy of the Charity that unrestricted funds which have not been designated for a specific use should be maintained at a level equivalent to between three and six month’s expenditure. The trustees consider that reserves at this level will ensure that, in the event of a significant drop in funding, they will be able to continue the Charity’s current activities while consideration is given to ways in which additional funds may be raised. This level of reserves has been maintained throughout the year. On behalf of the board of trustees Doreen Hall Trustee Dated: 10 September 2014 3 BELTANE FIRE SOCIETY INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF BELTANE FIRE SOCIETY I report on the accounts of the Charity for the year ended 31 December 2013, which are set out on pages 5 to 9. Respective responsibilities of trustees and examiner The charity's trustees (who are also directors of the company for the purposes of company law) are responsible for the preparation of the accounts in accordance with the terms of the Charities and Trustee Investment (Scotland) Act 2005 and the Charities Accounts (Scotland) Regulations 2006, and they consider that the audit requirementof Regulation 10(1)(a) to (c) of the Accounts Regulations does not apply. It is my responsibility to examine the accounts as required under section44(1)(c) of the Act and to state whether particular matters have come to our attention. Basis of independent examiner's report My examination was carried out in accordance with the Statement of Standards for Reporting Accountants and Regulation 11 of the Charities Accounts (Scotland) Regulations 2006. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeks explanations from the trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently I do not express an audit opinion on the view given by the accounts. Independent examiner's statement In the course of our examination, no matter has come to our attention: (a) which gives me reasonable cause to believe that in any material respect the requirements: (i) to keep accounting records in accordance with section 44 (1)(a) of the 2005 Act and Regulation 4 of the 2006 Accounts Regulations; and (ii) to prepare accounts which accord with the accounting records and comply with the accounting requirements of Regulation 8 of the 2006 Accounts Regulations and with the methods and principles of the Statement of Recommended Practice: Accounting and Reporting by Charities; have not been met; or (b) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. David Stewart CA 19 Rutland Square Edinburgh EH1 2BB Dated: 10 September 2014 4 BELTANE FIRE SOCIETY STATEMENT OF FINANCIAL ACTIVITIES INCLUDING INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31 DECEMBER 2013 5 2013 2012 Notes £ £ Incoming resources from generated funds Donations and grants 2 2,524 1,552 Incoming resources from charitable activities 3 45,929 36,772 Other incoming resources 4 3,127 876 Total incoming resources 51,580 39,200 Resources expended 5 Charitable activities Staging of Celtic Quarter Day Festivals 46,100 57,356 Governance costs 721 720 Total resources expended 46,821 58,076 Net income/(expenditure) for the year/ Net movement in funds 4,759 (18,876) Fund balances at 1 January 2013 65,463 84,339 Fund balances at 31 December 2013 70,222 65,463 The statement of financial activities also complies with the requirements for an income and expenditure account under the Companies Act 2006. BELTANE FIRE SOCIETY BALANCE SHEET AS AT 31 DECEMBER 2013 6 2013 2012 Notes £ £ £ £ Fixed assets Tangible assets 9 400 Current assets Stocks 3,290 3,290 Debtors 10 2,888 Cash at bank and in hand 64,619 63,068 70,797 66,358 Creditors: amounts falling due within one year 11 (575) (1,295) Net current assets 70,222 65,063 Total assets less current liabilities 70,222 65,463 Income funds Unrestricted funds 70,222 65,463 70,222 65,463 The company is entitled to the exemption from the audit requirement contained in section 477 of the Companies Act 2006, for the year ended 31 December 2013. No member of the company has deposited a notice, pursuant to section 476, requiring an audit of these accounts. The directors acknowledge their responsibilities for ensuring that the company keeps accounting records which comply with section 386 of the Act and for preparing accounts which give a true and fair view of the state of affairs of the company as at the end of the financial year and of its incoming resources and application of resources, including its income and expenditure, for the financial year in accordance with the requirements of sections 394 and 395 and which otherwise comply with the requirements of the Companies Act 2006 relating to accounts, so far as applicable to the company. These accounts have been prepared in accordance with the special provisions relating to small companies within Part 15 of the Companies Act 2006. The accounts were approved by the Board on 10 September 2014 Doreen Hall Trustee Company Registration No. SC341753 BELTANE FIRE SOCIETY NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31 DECEMBER 2013 1 Accounting policies 1.1 Basis of preparation The accounts have been prepared under the historical cost convention. The accounts have been prepared in accordance with applicable accounting standards, the Statement of Recommended Practice, "Accounting and Reporting by Charities", issued in March 2005 and the Companies Act 2006. 1.2 Incoming resources Donations, legacies and other forms of voluntary income are recognised as incoming resources when receivable, except insofar as they are incapable of financial measurement. Grant income included in this category provides funding to support performance activities and is recognised where there is entitlement, certainty of receipt and the amount can be measured with sufficient reliability. Income from charitable activities includes ticket income and income from stall sales which is recognised as earned. 1.3 Resources expended Expenditure is recognised when a liability is incurred. Charitable activities include expenditure associated with the staging of festivals and include both direct and support costs relating to these activities. Governance costs include those incurred in the governance of the charity and its assets and are primarily associated with constitutional and statutory requirements. Support costs include central functions and have been allocated to the charitable activity on a basis consistent with their use. 1.4 Tangible fixed assets and depreciation Tangible fixed assets are stated at cost less depreciation. Depreciation is provided at rates calculated to write off the cost less estimated residual value of each asset over its expected useful life, as follows: Plant and machinery 20% straight line 1.5 Stock Stock is valued at the lower of cost and net realisable value. 2 Donations and grants 2013 2012 £ £ Donations and gifts 2,524 1,552 7 BELTANE FIRE SOCIETY NOTES TO THE ACCOUNTS (CONTINUED) FOR THE YEAR ENDED 31 DECEMBER 2013 3 Incoming resources from charitable activities 2013 2012 £ £ Ticket Sales 45,473 36,772 Stall Sales 456 45,929 36,772 4 Other incoming resources 2013 2012 £ £ Other income 3,127 876 5 Total resources expended Depreciation Other Total Total costs 2013 2012 £ £ £ £ Charitable activities Staging of Celtic Quarter Day Festivals Activities undertaken directly 400 36,413 36,813 50,923 Support costs 9,287 9,287 6,433 Total 400 45,700 46,100 57,356 Governance costs 721 721 720 400 46,421 46,821 58,076 6 Support costs 2013 2012 £ £ Administration Expenses 9,287 6,433 9,287 6,433 8